classification and compensation - university of hawaii · classification & compensation a9.300...

Prepared by the Office of Human Resources.This replaces Administrative Procedure No. A9.300

dated July 1982.

November 1996

CLASSIFICATION & COMPENSATION

A9.300 POSITION DESCRIPTIONS FOR CIVIL SERVICE PERSONNEL

1. Purpose

To provide a systematic means to describe and classify allcivil service positions.

2. Objective

To establish procedures for the preparation of positiondescriptions.

3. Applicability/Responsibility

This instruction applies to all civil service positionsregardless of funding source. All system and campus officesare responsible for preparing and submitting positiondescriptions of civil service personnel to the Office ofHuman Resources (OHR) via the respective Chief ExecutiveCampus Officer or Official Designee.

Position descriptions should be:

a. Written:

! when a new position is to be established.

b. Reviewed:

! prior to meeting with the employee to discuss theperformance appraisal (PAS);

! position becomes vacant to ensure accuracy of theactual functions of the job prior to recruitment,as required by the Americans with Disabilities Actof 1990, as amended, Title I; or

! there has been changes to the position’s dutiesand responsibilities due to a reorganization.

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c. Rewritten:

! when the major duties and responsibilities havesignificantly changed.

4. References

a. Section 76-13(8) HRS, Specific Duties and Powers of theDirector (of Human Resources Development)

b. Title 14, Administrative Rules, State Department ofHuman Resources Development (DHRD)

c. Section 14-4-2, Development and Maintenance of aPosition Classification System

d. DHRD Delegation Agreement to the University of Hawai‘i

5. Guidelines

Current position descriptions must be submitted to the OHRfor all civil service positions. These descriptions will beused to classify the positions in accordance with Title 14,Administrative Rules, DHRD, Section 14-4-5, Classificationof Positions, and will be considered the official record ofwork assignments of the positions.

6. Procedures

a. Position descriptions shall be submitted for allpositions, regardless of funding source, using thefollowing documents.

1) SF-1, Request for Position Action - white multi-carbon set (Attachment 1). Refer toAdministrative Procedure A9.195, Attachment A, forinstructions.

2) Position description

a) DHRD 206, Position Classification Form - 1pink and 5 white copies (Attachment 2)

b) Description of duties and responsibilities -6 copies (Attachment 3)

3) A copy of the official approved table of

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organization which reflects the location ofsubject position

Refer to Attachment 4, Guide for Preparing CivilService Position Descriptions.

b. Personnel classification documents shall be routed tothe appropriate Chief Executive Campus Officer orOfficial Designee.

c. All work assignments of the position must be inconformance with the approved functional statements andtable of organization. In the case of classificationactions resulting from a reorganization, thereorganization must be approved in accordance withAdministrative Procedure A3.101, University of Hawai‘iOrganizational and Functional Changes, prior tosubmittal of the position request to the OHR.

d. The effective date of all classification actions shallbe as follows:

1) New Positions. The date action is officiallytaken, unless otherwise provided by statute.

2) Existing Positions.

! Upward Reallocation Action -- the first dayof the pay period immediately followingreceipt of the position description by theOHR.

! No Change Action -- the first day of the payperiod immediately following receipt of theposition description by the OHR.

! Downward Reallocation Action -- the first dayof the pay period immediately following thedate on which action is officially taken.

! Prospective Changes -- the first day of thepay period immediately following theeffective date of the prospective changes induties and responsibilities.

3) In all cases, the effective date shall not be

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earlier than the beginning of the pay periodfollowing the approval of the reorganization whichresults in the classification action.

7. Civil Service “EXEMPT” Positions

All positions are considered to be in the civil servicesystem and subject to the policies and procedures of theState. Certain categories of employment, as defined bySection 76-16 HRS, as amended, are exempt from the civilservice system, subject to review and approval by theDirector of DHRD or as delegated to the System Director ofHuman Resources. Requests for exemptions are to besubmitted to the OHR by completing the standardclassification forms.

Attachment 1Attachment 1

Attachment 2

Attachment 2 (cont.)

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Attachment 3

PD Format-Non Supervisory Position

I. IDENTIFYING INFORMATION

Position/Pseudo Number:Department:Division(Office):Branch:Section:Unit:Geographic Location:

II. INTRODUCTION

III. MAJOR DUTIES & RESPONSIBILITIES

IV. CONTROLS EXERCISED OVER THE WORK

A. Supervisor:

Pos. No.: Class Title:

B. Nature of Supervisory Control Exercised Over the Work.

1. Instructions Provided.

2. Assistance Provided.

3. Review of Work.

C. Nature of Available Guidelines Controlling the Work.

1. Policy and Procedural Guides Available.

2. Use of Guidelines.

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Attachment 3 (con’t.)

V. REQUIRED LICENSES, CERTIFICATES, ETC.

VI. RECOMMENDED QUALIFICATIONS

A. Knowledge:

B. Skills/Abilities:

C. Education:

D. Experience:

VII. TOOLS, EQUIPMENT & MACHINES

VIII. WORKING CONDITIONS (Optional)

IX. PHYSICAL REQUIREMENTS (Optional)

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PD Format-Supervisory Position


Position/Pseudo Number:Department:Division (Office):Branch:Section:Unit:Geographic Location:

II. INTRODUCTION


A. Supervisory Activities

B. Work Unit Management and Administrative Activities

C. Technical responsibilities

D. Performs other related duties as assigned.

Supervises:Position No. Title:


A. Supervisor:

Pos. No. Class Title:


1. Instructions Provided.2. Assistance Provided.3. Review of Work.

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1. Policy and Procedural Guides Available.

2. Use of Guidelines.



A. Knowledge:


C. Education:

D. Experience:

VII. TOOLS, EQUIPMENT & MACHINES

VIII. WORKING CONDITIONS (Optional)


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Attachment 4

GUIDE FOR PREPARING CIVIL SERVICE POSITION DESCRIPTIONS

Introduction

A position description is the official written record of the

major duties and responsibilities assigned to a position. This

document should be current, accurate and sufficiently detailed

for classification purposes. It should also be consistent with

the official approved table of organization and functional

statements. The immediate supervisor, as part of the

management team, usually writes the position description. This

is because management is responsible for assigning and

reassigning duties and responsibilities to positions. Employee

input should be obtained if the position is filled.

Preparing the Civil Service Position Description

Workbooks have been prepared by the DHRD to guide you through

writing the position description. Each part of the workbook

contains information needed to determine the appropriate

classification of the position. Use Workbook A (Attachment 5)

for positions which do not supervise others. Use Workbook B

(Attachment 6) for positions which have subordinates.

The “How to Write a PD” manual is available on the World Wide Web

(WWW) at the Office of Human Resources Home Page under the

Electronic Document Distribution selection.

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Attachment 5

Workbook A (non-supervisory)

POSITION DESCRIPTION WORKBOOK

Workbook A (non-supervisory positions)

Instructions:

This Workbook has been designed to simplify writing a PD for a non-supervisory position. Each part of the workbook contains information needed to determine the appropriateclassification of the position.

Before you begin, make a photocopy of this Workbook to use as your working document.

The Workbook contains instructions, headers, and blank spaces. Fill in all of the blanks, orwrite N/A in the space, if it does not apply.

Once you have finished the Workbook, you have written a draft PD. The ‘draft’ should then betyped. It will include your handwritten material and all headers and phrases which are doubleunderlined.


Position/Pseudo Number:

Department:

Division (Office):

Branch:

Section:

Unit:

Geographic Location:

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II. INTRODUCTION

Use the official organization chart and functional statement to help you write thesetwo paragraphs.

A. Briefly describe the functions of the work unit (information must be consistentwith the official functional statement for the unit).(Official functional statements can be obtained at your Administrative ServicesOffice and at your Personnel Office.)

The function of this organizational unit is to

B. Briefly summarize the primary purpose of this position.

The primary purpose of this position is to

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Doing each of these steps in sequence will simplify the work!

Step 1 Gather InformationStep 2 Make an Activity ListStep 3 Group Activities TogetherStep 4 Prepare Duty StatementsStep 5 Indicate the Order of the DutiesStep 6 Determine & Show the Percentage of Work Time

Step 1 GATHER INFORMATION

Use any appropriate method to collect information about (or decide) whatthe position does.

• review functional statements and appropriate mission statements;• observe the work; and• get employee input on the work done, etc.

Step 2 MAKE AN ACTIVITY LIST

Jot down current work activities done by the position under Step 2 on thenext page. Do not be concerned with how they are described or in whatorder. For example: ‘types letters,’ ‘budgeting,’ and ‘interview clients,’ etc.

Please Note: You do not have to anticipate everything. Unanticipated dutiesare covered by the statement ‘Performs other related duties as assigned.’ However, these unanticipated duties should not occupy more than 10% ofthe time.

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ACTIVITY LIST

Please read the directions for Step 3 on the next page before proceeding.

Step 2. List Work Activities Step 3. Group Activities

A.

B.

C.

D.

E.

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Step 3 GROUP ACTIVITIES TOGETHER

Review your Activity List and decide whether any of the activities should begrouped together to clarify the work process being described.

C If activities can be grouped together. Group related activities and givethem a name or heading (e.g., Typing, Interviewing, Audit Income TaxReturns, Budgeting, etc.).

C If an activity cannot be reasonably combined or grouped with any other. Keep the activity separate.

Write the names of these groups under Step 3. Then indicate which activitybelongs in each group.

Step 4 PREPARE DUTY STATEMENTS

A duty statement is one or more sentences that describes a work activity or agroup of activities. Duty statements need to contain specific kinds ofinformation.

As you can see from the examples, each duty statement should:

C Begin with an Action Verb and

C Explain: What work is done; How it is done; and Why it is done

C Example: Types (action verb) quarterly highway projectexpenditure data (what) from information provided byproject engineers (how) to comply with fundingrequirments of the federal Department of Transportation(why).

You will need to prepare one or more duty statments for each activity orgroup of activities.

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Step 4. Write Major Duties and Responsibilities statements below.

Format: Does (Action Verb)/ What / How / Why

Step 5 Step 6

%

%

%

%

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%

%

%

%

Performs other related duties as assigned. %

100%

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Step 5 INDICATE THE ORDER OF YOUR DUTIES

Arrange the duty statements in the order which best describes the work (e.g., inthe order of work sequence, in descending importance, or in any other mannerwhich promotes clarity).

Indicate the order of the duty statements by numbering the paragraphs in theleft margin.

Step 6 DETERMINE & SHOW THE PERCENTAGE OF WORK TIME

C Determine the total work time for each duty statement (i.e., total hours andminutes a day or week or month, etc.).

C Convert the work time to percentages.

C Show the percentages of time for each duty statment in the space on theright. The total must equal 100%

Pleas review all duty statments which have a large percentage of work time(e.g., 80%). If these duties can be broken down further, please do so, bymaking necessary sub-groups and showing the percentage of time for each.

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A. Supervisor: Identify the Supervisor of this position.


Note: Complete the remainder of this section for a fully functional worker, not an employeeon probationary status.


1. Instructions Provided. Describe What Kind of guidance and instructionsthe supervisor provides to this position.

2. Assistance Provided. Described When the supervisor assists this position.

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3. Review of Work. Describe How and When the supervisor reviews thework of this position.


1. Policy and Procedural Guides Available. List manuals, operatinghandbooks, instruction sheets, etc.

2. Use of Guidelines. Describe How and When the guidelines are used.

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List any licenses, certificates, or permits required to perform the work.

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Review the duties and responsibilities you described, and decide what knowledge,skills and abilities are needed to do the work. Describe them, and your suggestionsfor education and experience below. (Note: The officially required education andexperience for the position are set by the Minimum Qualification Requirements ofthe class. However, your recommendations, here, will help ensure that the position isproperly classified and help you develop valid, job-related interview and selectioncriteria).

A. Knowledge:


C. Education:

D. Experience:

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VII. TOOLS, EQUIPMENT & MACHINESList any tools, equipment and machines used to do the work.

VIII. WORKING CONDITIONS (Optional)Describe any adverse conditions (e.g., hazards, heat, light, cold, noise, fumes, dust,

etc.).


CONGRATULATIONS!

YES, you have finished. Now, have the workbook typed. Once it is typed, read it throughagain. Does the draft PD give an accurate and complete picture of the position? If so,finalize it according to your own department’s procedures. (Ask your Personnel Office if youare unsure of your department’s procedures.)

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Attachment 6

Workbook B (supervisory)

POSITION DESCRIPTION WORKBOOK

Workbook B (supervisory positions)

Instructions:

This Workbook has been designed to simplify writing a PD for a supervisory position. Eachpart of the workbook contains information needed to determine the appropriate classification ofthe position.

Before you begin, make a photocopy of this Workbook to use as your working document.

The Workbook contains instructions, headers, and blank spaces. Fill in all of the blanks, orwrite N/A in the space, if it does not apply.

Once you have finished the Workbook, you have written a draft PD. The ‘draft’ should then betyped. It will include your handwritten material and all headers and phrases which are doubleunderlined.


Position/Pseudo Number:

Department:

Division (Office):

Branch:

Section:

Unit:

Geographic Location:

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II. INTRODUCTION

Use the official organization chart and functional statement to help you write thesetwo paragraphs.

A. Briefly describe the functions of the work unit (information must be consistentwith the official functional statement for the unit).(Official functional statements can be obtained at your Administrative ServicesOffice and at your Personnel Office.)

The function of this organizational unit is to

B. Briefly summarize the primary purpose of this position.

The primary purpose of this position is to

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Doing each of these steps in sequence will simplify the work!

Step 1 Gather InformationStep 2 Make an Activity ListStep 3 Group Activities TogetherStep 4 Prepare Duty StatementsStep 5 Determine & Show the Percentage of Work TimeStep 6 List Subordinate Positions

Step 1 GATHER INFORMATION

Use any appropriate method to collect information about (or decide)what the position does.

C review functional statements and appropriate mission statements;C observe the work; andC get employee input on the work done, etc.

Step 2 MAKE AN ACTIVITY LIST

Jot down current work activities done by the position under Step 2 onthe next page. Do not be concerned with how they are described or inwhat order. For example: ‘staffing,’ ‘budgeting,’ and ‘JPRs,’ etc.

Please Note: You do not have to anticipate everything. Unanticipatedduties are covered by the statement ‘Performs other related duties asassigned.’ However, these unanticipated duties should not occupy morethan 10% of the time.

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ACTIVITY LIST

Please read the directions for Step 3 on the next page before proceeding.

Step 2. List Work Activities Step 3. Group Activities Supv | Unit & Adm | Non-Sup | Other

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

______ ______ ______ ______

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Step 3 GROUP ACTIVITIES TOGETHER

Grouping related activities together into major categories will simplifythe remaining steps. Most supervisory positions perform work in atleast two of the following major categories:

1. Supervisory Activities. Includes all activities that theemployee does as the supervisor of other people (e.g.,train subordinates, evaluate their performance, assignand review work, etc.).

2. Work Unit Management and AdministrativeActivities. Includes all other activities that theemployee does to assure a productive work unit (e.g.,conduct staff meetings, collect and assess workloaddata, requisition supplies, write monthly reports, etc.)and to meet the administrative requirements of the state(e.g., draft legislation, prepare and justify the budgetrequest, etc.).

3. Non-Supervisory Activities. Includes all activitiesthat are neither supervisory nor unitmanagement/administration (e.g., some supervisorsregularly handle some of the unit’s work load).

Group the activities you listed in Step 2 by checking the mostappropriate category for each activity under Step 3. You will then haveorganized all of the activities into two or more major categories.

You may then choose to breakdown each category (supervisory, unitmanagement/administrative, etc.) even further. Look at the activitiesselected for each category and see if they should be subdivided forclarity. If so, group related activities into subcategories and give eachsubcategory a name or heading (e.g., staffing, scheduling, training, etc.). Note those names and related activities on a separate sheet of paper.

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Step 4 PREPARE DUTY STATEMENTS

A duty statement is one or more sentences that describes a work activity or agroup of activities. Duty statements need to contain specific kinds ofinformation.

As you can see from the examples, each duty statement should:

C Begin with an Action Verb and

C Explain: What work is done; How it is done; and Why it is done

Supervisory and managerial positions often involve many duties in relation tofew broader supervisory or program functions and objectives. (e.g., staffing,budget, etc.). In terms of duty statements, this means the What and Whyelements remain the same but How the activity is done/accomplished arenumerous.

C Example: Performs (action verb) staffing functions for the Section(what) to meet personnel needs and requirements andproduction objectives (why).

a) Compiles and analyzes statistical information on workloadand work program schedules to determine the number andtype of positions required (how).

b) Prepares position descriptions and initiates, prepares andsubmits recommendations for personnel actions, i.e.,transfers, promotions, recruitment, etc. (how).

You will need to prepare one or more duty statements for each activity orgroup of activities. Be sure to put in the appropriate headings for eachcategory of duty statements.

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Step 4. Write Major Duties and Responsibilities statements below.

Format: Does (Action Verb) / What / How / Why

Step 5

A Supervisory Activities %

B. %

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C. %

D. %

E. Performs other related duties as assigned. %

100%

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Step 5 DETERMINE & SHOW THE PERCENTAGE OF WORK TIME

C Determine the total work time for each category or subcategory of dutystatements (i.e., total hours and minutes a day or week or month, etc).

C Convert the work time to percentages.

C Show the percentage of time for each category in the space on the right. Thetotal must equal 100%.

Please review all categories or subcategories which have a large percentage ofwork time (e.g., 80%). If work activities can be broken down further, pleasedo so, by making necessary subcategories and showing the percentage of timefor each.

Step 6 LIST SUBORDINATE POSITIONS

List subordinate positions below. List only those positions which reportdirectly to the position being described (i.e., you are writing John’s PD. IfJohn supervises Mary, who in turn supervises Tom and Susan, list only Mary’sposition as reporting directly to John).

Supervises:Position No. Title:

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A. Supervisor: Identify the Supervisor of this position.



1. Instructions Provided. Describe What Kind of guidance andinstructions the supervisor provides to this position.

2. Assistance Provided. Describe When the supervisor assists thisposition.

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3. Review of Work. Describe How and When the supervisor reviews thework of this position.


1. Policy and Procedural Guides Available. List manuals, operatinghandbooks, instruction sheets, etc.

2. Use of Guidelines. Describe How and When the guidelines are used.

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List any licenses, certificates, or permits required to perform the work.

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Review the duties and responsibilities you described, and decide what knowledge,skills and abilities are needed to do the work. Describe them, and your suggestionsfor education and experience below. (Note: The officially required education andexperience for the position are set by the Minimum Qualification Requirements ofthe class. However, your recommendations, here, will help ensure that the position isproperly classified and help you develop valid, job-related interview and selectioncriteria.)

A. Knowledge:


C. Education:

D. Experience:

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VII. TOOLS, EQUIPMENT & MACHINESList any tools, equipment and machines used to do the work.

VII. WORKING CONDITIONS (Optional)Describe any adverse conditions (e.g., hazards, heat, light, cold, noise, fumes, dust,

etc.).


CONGRATULATIONS!

YES, you have finished. Now, have the workbook typed. Once it is typed, read it throughagain. Does the draft PD give an accurate and complete picture of the position? If so,finalize it according to your own department’s procedures. (Ask your Personnel Office if youare unsure of your department’s procedures.)

classification and compensation - university of hawaii · classification & compensation a9.300...

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